·Describe the
information to be collected, why the information is being collected, the
intended use of the information and with whom the information will be shared.

SSA’s accounting system of record, the Financial Accounting System, was replaced by the Social Security Online Accounting and Reporting System (SSOARS) in fiscal year 2004. The implementation of SSOARS did not result in any new collection of information. SSOARS provides a single system for maintaining and processing SSA’s financial records about Agency employees and contractors, as well as members of the public for administrative payments and receivables. The financial records cover individuals who receive a payment from SSA such as travelers on official business, contractors, vendors and consultants; individuals owing monies to SSA, which include, but are not limited to, those who have been overpaid and who owe SSA a refund and those who have received goods or services from SSA for which there is a charge or fee (e.g., Freedom of Information Act requesters).

Essentially SSOARS consolidates
all of SSA’s administrative accounting, payment and collection activities. SSOARS records, classifies and summarizes
information on SSA’s financial position and operation. It maintains a variety of financial
information including, but not limited to, funding data, commitments,
obligations, receivables and payables. SSOARS
provides SSA financial and budget users with more timely information upon which
to make decisions. SSOARS is not accessible
to members of the public.

We generally disclose information
maintained in this system only as necessary to process payments to individuals
owed monies by SSA or collect payment from individuals who owe monies to SSA,
or as authorized by Federal law (e.g., we share information with the Department
of Treasury for check preparation).

·Describe the
administrative and technological controls that are in place or that are
planned to secure the information being collected.

SSOARS has undergone security risk analysis. This includes
an evaluation of security and audit controls proven effective in protecting the
information collected, stored and processed by Agency information systems. These
include technical, management, and operational controls that permit access to Agency
information only to individuals with a “need to know”, and the minimum amount of access to individuals to
perform their job functions. Audit mechanisms are in place to record sensitive transactions as an
additional measure to protect information from unauthorized disclosure or modification.

Access to SSOARS information will be given only to authorized SSA personnel who have a need for the
information in the performance of their official duties. We will protect the information by requiring employees’
use of unique Personal Identity Numbers to access the information systems that will maintain
the data, and we will store computerized records in secure areas that are
accessible only to employees who require the information performance of their official duties. Furthermore, if SSA employees have access to
SSA information systems that maintain personal information, they must sign a
sanction document annually that acknowledges penalties should they gain
unauthorized access to or make an unauthorized disclosure of such information.

·Describe the impact
on individuals’ privacy rights.

Are individuals
afforded an opportunity to decline to provide information?

We collect information
only where we have specific legal authority to do so and this information is
collected primarily to administer our responsibilities under the Social
Security Act. When we collect information from individuals, we advise
them of our legal authority for requesting the information and explain how they
may be affected if they choose not to provide the information. The individuals can then make an informed
decision whether or not to provide the information.

Are individuals
afforded an opportunity to consent to only particular uses of the information?

When we collect
information from individuals, we advise them of the purposes for which we will
use the information. We further advise them that we will disclose this
information without their prior written consent only when we have specific
authority in Federal statute (e.g., the Privacy Act) to do so.

·Does the collection
of this information require a new system of records under the Privacy Act (5
U.S.C. § 552a) or an alteration to an existing system of records?

No. An existing system of records, Financial Transactions of
SSA Accounting and Finance Offices, 60-0231, covers the SSOARS electronic system and it does not require any changes.